User guide › Sell
Invoices
Create GST invoices, keep drafts, save the final invoice, and print or share it.
Create an invoice
- Step 1: Go to Sales > Invoices and choose + New (on a phone, New > Invoice).
- Step 2: Pick the customer from your customer list. Each customer's ID shows beside the name to tell similar names apart. Customers must be in the list first: see Customers.
- Step 3: Check the invoice date and the payment terms. The terms set the due date.
- Step 4: Check the place of supply, filled in from the customer. It decides the tax.
- Step 5: Add lines: pick an item from the catalog, scan it, or type a one-off item. Enter the quantity, and change the rate, discount or GST rate if needed.
- Step 6: Add an order number, notes, terms or an adjustment if you need them.
- Step 7: Choose Save to issue the invoice, or Save as Draft to finish later.
| Part | How it works |
|---|---|
| Payment terms | Due on Receipt, or Net 7, 15, 30, 45 or 60 set the due date, and changing the invoice date moves it. Type your own due date and the terms switch to Custom. The due date can't be before the invoice date. |
| Line | Quantity × rate per unit, less a discount in rupees or percent, plus one GST rate. Picking a catalog item fills in its HSN/SAC, unit, rate and GST. |
| Salesperson | One of your organization's users. Starts as you. |
| Adjustment | An amount taken off the total, for example to settle on a round figure. |
| Round-off | When Settings > Invoice turns it on, the total rounds to the nearest rupee and the round-off is shown. |
If something is missing, Save lists what to fix. A saved invoice needs every line to have an item, a quantity above zero and an amount; a draft needs only the customer and the date.
GST and place of supply
- The place of supply is filled in from the customer: their shipping state, then billing state, then GSTIN. You can change it.
- Biththi compares it with the state in your GSTIN: the same state charges CGST + SGST, another state charges IGST at the full rate. The form shows which applies.
- If your business has no GSTIN, invoices are a Bill of Supply with no tax.
- A saved invoice keeps its tax treatment unless you change its place of supply.
Drafts and invoice numbers
- A draft gets a reference such as DRAFT-12 and doesn't use up an invoice number.
- Saving gives it the next number in your series (1, 2, 3 and so on), so deleting a draft never leaves a gap.
- Drafts don't change stock and don't count towards your plan's saved-invoice limit.
- After saving, the invoice opens ready to print or share.
After saving
- A saved invoice is final: it can't be edited, and it takes product quantities out of stock.
- Its payment status shows as Paid, Part paid, Unpaid or Overdue, from the payments and credit notes against it.
- On the invoice: Record payment, Apply advance (when the customer has paid ahead) and Issue credit note. See Receivables.
- A saved invoice can be deleted only when Settings > Invoice allows it, and never once it has payments or credit notes.
Clone an invoice
Growth plan: On Growth, Clone creates a new invoice with all the details of the one you're looking at. Useful for repeat orders.
The Starter limit
On Starter you can save 25 invoices in total. Drafts are unlimited. Saving a 26th invoice shows an upgrade message and nothing is saved, so no number is used up. See Plans.
Related
- ReceivablesWhat customers owe you, the payments you receive, advances, credit notes and statements. Find it under Sales > Receivables.
- CustomersKeep each customer's contact, address and tax details, and see what they have bought and what they owe.
- Items and inventoryThe catalog of products and services you sell and buy, and how stock goes up and down.